Consideration of Solutions
Paper and calculator
This can be done if the company uses paper and pen and a calculator. This alternative does not include that the company has a working computer system the company records data in papers sorted by name this data will be copied as hard copy and it will be used when the company wants to update the data. This way the company would have necessary data recorded and updated although it’s hard and time consuming. In addition to all that the company would need a cabinet/store room to store the papers. Although this application doesn’t cover all (few) of the user requirements.
Web-Page
This alternative will include that the company makes a new web-page or uses an existing web-page. This application would also include that the company has a working computer system. And in addition to that a web-page making program as well as a web-browser. The company would need to store the data online and update the data via the Internet. The data would be entered in a web-browser. This alternative is good and easy to update. Although this alternative doesn’t cover all the user requirements, but most of them.
Spreadsheet
This alternative is similar to the database and it can be done by a spreadsheet editing program. This alternative would also include that the company has a working computer system. And in addition to that a Spreadsheet making program. It will include that the company purchases a spreadsheet editing program. The information would be entered by using a computer system in to a spreadsheet window. This alternative covers all the user requirements. This application is more sophisticated than all the other applications.
Database
This alternative is similar to the spreadsheet but it’s more suitable for handling with data. This alternative would include that the company has a working computer system with database making software.
The information would be entered into designed fields and tables by using a computer system. The data entered can be converted into many different things such as rapports and forms as well as searching for specific data. This alternative does not cover all the user requirements.
Filing Cabinet (Paper and pen)
Advantages:
- No need to know how computers work.
- No money wasted on training staff how to work it.
- No software needs to be purchased
Disadvantages:
- No security.
- Simple for unauthorised access break-in.
- Very time-consuming.
- Could take up lots and lots of space.
Adobe Dreamweaver CS4 (Web page)
Advantages:
- Easy access.
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Easy to use.
- Has many different designs
- Easy to update
- Sorts data
Disadvantages:
- Is slow when its large data
- Hard to create and maintain
- Can’t relate data
- Software needs to be purchased (very expensive)
- Needs internet
- Needs trained staff to access it.
Microsoft Access (database)
Advantages:
- Easy to find information.
- Lots of storage space.
- Easy to view files.
- Easy to read.
- Can be made very secure.
- Has many features
Disadvantages:
- Difficult to make.
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Needs trained staff to access it.
- Software needs to be purchased
Microsoft Excel (Spreadsheet)
Advantages:
- Simple to design and make.
- Easy access.
- Easy to use.
- Sorts data
Disadvantages:
- Can’t handle large data
- Not appropriate software for the type of system required by the store.
- Can’t relate data
- Software needs to be purchased
Comparison
When I compared the different solution to this project a looked at how well they meet the User Requirements and the Disadvantages to that certain application. I also compared this in the tables above and it was obvious that the spreadsheet was the best solution. It did cover all the user requirements and it had many advantages and few disadvantages. The spreadsheet was far better than all other solutions. And I have chosen to apply spreadsheet as the solution to the company’s problems. This system is used by hundreds of companies to keep calculations and make invoices, and it’s secure. This gives me a further reason to apply the spreadsheet as a solution to the company’s problems.
ANALYSE
Hardware:
- Intel® Viiv™ Core™ 2 Duo E6320 Processor (2,6 GHz,1,700MHz,32MB cache)
- Genuine Windows Vista™ Home Premium - English
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2048MB 667MHz Dual Channel DDR2 SDRAM [2x1024]
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HP™ 24" Black Wide Flat Panel (E207WFP)
- 500GB Serial ATA RAID 0 Stripe [2x160GB 7200rpm drives with DataBurst™ cache]
- 16X DVD+/-RW Drive
- 256MB nVidia™ GeForce 8600GTS graphics card
- Printer
- Ink (colures)
- Keyboard-mouse
This high performance workstation has the ability to design, edit and make the DTP with ease.
The Computer contains the new Intel Core 2 Duo technology which acts as 2 processors which will allow the computer to maintain many programs and applications without being under hardly any strain. To backup this high performance technology it comes with Windows Vista Home Premium. It also comes with 2 Gigabytes (2048Mb) of memory. This will allow the computer to run many programs/applications without struggling. The 500GB Hard Drive will allow the company to store a lot of information and many other types of files such as movies, music and photos.
Software
- Windows Vista™ Home Premium(plat form )
- Necessary drives to additional hardware (mouse,keyboard,USB sticks )
- Graphic software
- Web-browser
- Microsoft Excel 2007
The software that will be used for the creation of this spreadsheet will be Microsoft Excel. Excel is excellent spreadsheet creating software.
* Microsoft excel (2007) this software are well known and trusted. The tools that I think that I will need are the IF FUNCTION and the programs outstanding use of cells and formulas as well as VLOOOKUP. This program also provides me to do graphs and to look up products.
Data collection
Every time a customer buys something their details will be entered into a database.
General data flow
The data required from the customers are: (From customer)
- Their budget(how much they want to spend)
- What type of products/services they are looking for
- Quantities
- Size or special needs
- Basic information as name and address
Information that must already be on the spreadsheet: (from company)
- Products
- Services
- Price
- Size
- Vat and other taxes
- Discounts
- Availability
The processes carried on the data will be:
- Sum
- Multiplication
- Vlookup
- subtraction
- If
- List (validation)
- Percentage
Output
The company will use 3 different ways to present the outputs
- Monitors
- Paper (A4)
- Posters (A3 or Bigger)
The primary way to present the output will be the Monitors.
This will be used by employees and customers.
The secondary way to present the output will be the A4 paper.
This will be used for the invoice.
And finally the poster will be used for advertisement and notifications.
Data validation
When we don’t want people to enter invalid data.
We use data validation that restricts the data that can be entered.
E.g. the product reference number, to make sure that the user selects a valid reference number I will make a list of the reference numbers in that cell.
Security
How will the data be secure?
Software
One way to keep my data secured is to prevent other accessing it by using passwords. This can be done with Microsoft Excel, as it has protect function(protect sheet function). Windows Vista™ Home Premium also provides this function (log in password).
I will Use Antivirus Program to prevent viruses and hacks. And I will use Norton Ghost as additional Program In case of system Crashes so that i can obtain data in system crashes.
Physical
The company will use electronic locks. The second thing the company will use is Id-cards as part of the electronic locks. These id-cards will be used to access offices or the company’s documents. The company will also use some kind of Monitoring as part of the data securing. To secure the data from disasters I will use AUTOMATIC FIRE ALARMS to prevent fire risks
Backup
I will use Databases so I can back up my data, as it is big businesses I will Use 3 hard drives each on 500GB Memory to back up. The idea is that the company would have all information saved on these hard drives .the companies’ computers would work in network and all the documents will be saved in the end of every working day on these hard drives .the hard drives will also operate 24hours a day. And the company will Install Antivirus Program as it reduces the risks of Data-loses. And in addition to that the company will Install Norton Ghost As it will help to prevent data loses in system crashes.
Hardware
*3 Hard drives, each on 500 GB
Software
- Recovery software
- Software to operate the databases
- Antivirus*
*prevent/reduce risk of data loses
Strategy
Data will be saved to the primary Database after every working day by employees. The data in the primary database will be sorted and all important data will be move to the secondary database by the manager at the end of every week, he will also delete waste data and non wanted data .the manager will move and back up all of the data he wants to keep to the Final database once a month .The person in charge to make sure that the database is updated and backed up is the manager Mr Glasses. This strategy is much better than just save all data to the two database immediately , it will save space and time.
Design (refer to hand drawn designs)
Implementation (refer to hand drawn designs)
Start with opening a new spreadsheet window .insert logo from file and crop it and place it where the design shows. Insert a text box with the companies’ name with the details provided by the design and put it where the design shows.
After that I made the main calculation grid as the design showed.
To do this grid i used the button Border and chosen the option “All Borders”
Then I made a table (table array), and named (to table) it so I can do Vlook up and other validations.
But first I need to put in a list in the first column (Product/ref) for this I use data validation. I use the Products from my products table in the list.
And I applied that option for the 3 cells beneath by dragging the cross formed pointing shape over them.
Then I used data validation (List) From the Table that I had done in these 2 columns
The next column was more complex as it included IF and Vlook up function.
This formula means that if the cell A29 is blank then the spreadsheet Vlooks up data in table array TABLE, second column into A29.
This is the same as the previous formula but instead of Lookup Column 2 it looks up column 3.
Then I applied this formula for the 3 cells below
Then I moved on to my last column
Then I applied that formula for the 3 cells below.
When I was finish with the 5 main columns, I moved on to my 5 sub columns,
And named them as the design showed.
I used simple operations on the 3 first sub columns, I used sum and multiplication.
And I also change the borders colour to red and made them thicker
However at the 4th sub cell (E36)(Discount at 10%) I used 2 IF functions,
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IF A CELL IS BLANK
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IF A CELL IS GREATER THAN A CERTAIN VALUE (£120)
Then I changed the back ground colour by marking the whole invoice (designed bit only) and filled it with white colour.
And I also made the borders to the main calculating grid thicker.
Error Corrections
1. The Formula i used in Cell E34 is wrong, I used this formula (=E33*1.175), the right formula is (=E33*0.175).I need to change it , I will high lightcell E34 and insert this formula( =E33*1.175)
2.my discount in Cell E36 is too small , my current discount is 10%.I want to change it to 15%. I will high light Cell E36 and change the formula from (=IF(ISBLANK(E35),"",IF(E35>120,E35*0.1,)) ) to =IF(ISBLANK(E35),"",IF(E35>120,E35*0.15,))
Evaluation
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User Feedback
Dear database Designer,
I am very impressed with the Invoice you have designed for My Company at Fire roads Birmingham. I am very ecstatic that you were able to get all our product details in so easily and I’m so happy that it is so easy to use it will be very easy to update it. I will bring in great revenue..
However I found that some of the information you have put into the Invoice is quite un necessary so I would like to see less information that is useless.
Please could you fix these problems and give me the updated Invoice, and I hope I will be able to successfully use it. Everything else on the Invoice is absolutely fabulous.
Thank You
Mr Carrot
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